Site Administrator

Job Title

This position is responsible for comprehensive administrative and organizational support on construction projects.

Core Duties Include

Managing project documentation, ensuring regulatory compliance and accurate recordkeeping, and supporting the site team in project tracking. This role will foster professional relationships with stakeholders, including vendors, contractors, and clients.

Job Responsibilities

Administrative, Accounting, and Procurement

• Create, organize, and manage construction documents, subcontract agreements, close-out documents, and other accounting/administrative documents/reports.
• Assist with job tracking, commitment logs, and budget reconciliation for construction-related expenditures.
• Understand and communicate contractual agreements with utilities, suppliers, contractors, subcontractors, and customers.
• Track contractual requirements, including lifecycle, critical dates, and compliance documentation.
• Assist with procurement, including supplier qualification and proposal review support and economic/contractual viability.
• Manage construction-site documentation, including RFIs, submittals, daily reports, meeting minutes, permits, and inspection records.
• Track and document subcontractor work, delivery schedules, material logs, and equipment rentals.
• Support Commissioning, Field Service, and Construction managers with scheduling coordination, timekeeping verification, and workflow updates.
• Maintain updated drawing sets, revision logs, and distribution lists; ensure project teams are working from current documents.
• Coordinate construction site access, badging, onboarding, and safety orientation for employees and subcontractors.
• Assist with compliance for safety programs, including incident reporting, JHAs, toolbox talks, and ensuring regulatory documentation is complete and up-to-date.
• Monitor and record progress for weekly and monthly construction reporting requirements.

Operational & Facility Support

• Act as an internal point of contact, coordinator, and scheduler for the site.
• Coordinate with site leaders to ensure service or product delivery constraints, shipping schedules, and operational capabilities are accurately represented and communicated in real-time and weekly forecasts.
• Track and document inbound material, including all required information for various vendors.
• Communicate non-conformance issues to suppliers and generate summarized reports.
• Maintain staff areas; order supplies; manage office equipment and ensure a professional and clean environment.
• Support facility management, including maintenance scheduling, service requests, and vendor communications.

Human Resources and Compliance

• Ensure compliance with HR policies, including time tracking, training records, breaks, and attendance.
• Partner with Human Resources to maintain accurate personnel files, certifications, and training documentation.
• Promptly report safety hazards and partner with EHS teams to recommend preventative measures for a safe working environment.
• Identify opportunities for process improvements in procurement, documentation, accounting, and site administrative workflows.
• Participate in initiatives that enhance operational efficiency and reduce operating costs.
• Perform additional procurement, accounting, construction administration, and general office responsibilities as assigned.
• Work closely with the team to identify and resolve issues impacting operations.
• Generate various production reports at intervals for management and other company divisions.
• Analyze work study data and equipment specifications to establish time and production standards.
• Design and perform unit process experiments to optimize operations.

Job Requirements

Education and Experience

Requires a minimum of one (1) to three (3) years of related experience, or equivalent combination of education and experience. Preferred: A Bachelor's Degree in Business Administration or related field, and at least two (2) years in construction site administration, project site administration, industrial office management, and/or construction/project accounting (waste treatment, construction, industrial manufacturing, or similar industrial environments).

Skills

• Proficiency with Microsoft Office programs
• Ability to work safely and effectively in an industrial and construction environment
• Ability to manage contractual agreements with utilities, suppliers, customers, contractors, and subcontractors
• Strong organizational skills and ability to manage large volumes of documents
• Ability to administer company policies and maintain strong operational discipline
• Must be able to plan and schedule individual workload without close supervision.
• Ability to work with cross-functional teams and engage/gain the respect of the entire workforce.
• Able to make a clear and convincing presentation of ideas in written and verbal forms.
• Able to track a multitude of details without losing sight of the overall end goal.
• Active listening skills required.
• Must understand the long-term needs of the customers, both internal and external, and be driven to meet those needs.
• Fluent in English